RFP No. 26-06 - PAAA RFP OAASFSS FUNDING SFY 2026-2027 1st Public Notice

PAAA RFP OAA/SFSS FUNDING SFY 2026-2027
RFP NO. 26-06
Overview
Pueblo County on behalf of The Pueblo Area Agency on Aging (PAAA), is soliciting proposals
for Senior Services as follows: Homemaker, Transportation, and Caregiver Respite.
These services are available to older adults residing in Pueblo County that are 60 years of
age or older. No means testing is required to qualify for PAAA services. Caregiver Respite
requires eligibilities be met to receive the service.
All items contained in the Request for Proposal (RFP) are required in preparing proposals for
the services listed above and covered by this proposal with Pueblo County and PAAA.
* RFP officially opens to the public on FRIDAY APRIL 3, 2026, in OAA-SYS software.
Linke below.
o https://paaa.oaa-sys.com/paaa/rfp/public/Login.aspx
* Electronic submissions of proposals will be accepted until 3:00 p.m. MT, MONDAY
APRIL 27, 2026, by Pueblo County Clock. Electronic submissions must be completed in
OAA-SYS Software.
* Hard copy proposals are due by 3:00 p.m. MT (Pueblo County Clock), APRIL 27,
2026, must be delivered in a sealed envelope/container, clearly marked "Request for
Proposal - RFP 26-06, PAAA Senior Services", and addressed to:
o Pueblo County Purchasing Department
Attn: Terry Robinson
215 W. 10th Street, Room 14
Pueblo, CO 81003
This is in addition to the electronic RFP process submission.
A MANDATORY pre-proposal and electronic submission conference will be conducted by
Zoom and is scheduled for Tuesday April 7, 2026, at 1pm. This will cover OAA-SYS
software RFP submission and questions regarding services within the RFP. This conference
will not be rescheduled.
Zoom
Link: https://us06web.zoom.us/j/87437249077?pwd=V17b5nKAiae6D6pZQjaECa8SPb3J2H.1
Meeting ID: 874 3724 9077
Passcode: 454940
Access to RFP and proposal instructions can be requested by email or phone call to Dina
Godinez, PAAA Program Coordinator, office number (719) 583- 6318 or via E-mail
at Dina.Godinez@pueblocounty.us. Proposal instructions consist of power point slides with
instructions on how to navigate OAA-SYS RFP submission.
Only sealed proposals properly received by the Pueblo County Purchasing Department will be
accepted. No proposals which are received after the time and date stated above will be

considered, and any proposals received after the scheduled closing time and date mentioned
above shall be returned to the submitting agency unopened. Proposals submitted by
telephone, telegram, fax, E-mail, or other means of telecommunications will not be accepted.
Hard copy submission for RFP must be delivered to the Pueblo County Purchasing
Department at the street address shown above.
Pueblo County will award the contract to a company based on the evaluation criteria
contained in the request for proposal.
Pueblo County is an Equal Opportunity Employer. Minority, small, disadvantaged & women
owned enterprises are encouraged to submit competitive proposals for this service.
The County of Pueblo reserves the right to accept or reject any or all proposals, to waive
informalities and to reserve any request for proposals. Pueblo County also reserves the right
to award the contract to more than one, all, none, or a portion of funds to applicants as seen
fit to service Pueblo County older adults.
If assistance under the Americans with Disabilities Act Amendments Act (ADAAA) is needed
to complete any portion of the RFP process please contact the following: Pueblo County
Human Resources, TTY: 800-659-2656 or VOICE: 800-659-3659.
Terms and Definitions
Applicant agency: Means an entity that is applying for a contract or other funding, or for
designation or consideration as an Area Agency on Aging.
Area Agency on Aging (AAA): Means a private nonprofit or public agency designated by the
State Unit on Aging (SUA) to administer the Older Americans Act and related programs within a
Planning and Service Area (PSA) in the State of Colorado.
Area Agency on Aging Advisory Council: Means a representative body of laypersons and
service providers, designated by the AAA to represent the interests of older adults within the
boundaries of a Planning and Service Area.
Activities of Daily Living (ADLs): Means activities that are regularly necessary for personal
care. These activities include transfers in and out of a bed or chair, toileting, walking, dressing,
bathing, hygiene and eating.
Instrumental Activities of Daily Living (IADLs): Means activities necessary for independent
living, including meal preparation, shopping, medication management, housework, laundry,
appointment management, money management, access resources, transportation and
telephone.
Cash Match: Means local cash received from non-Federal and non-State sources, passing to
the control of the contracted or sub-contracted or contract agencies, which is used for the
payment of allowable costs charged to the contract, and for the satisfaction of requirements for
non-Federal/non-State share of program expenses.
Frail: Means an older adult who is determined to be functionally impaired due to a. Inability to
perform at least two (2) activities of daily living without substantial human assistance, including
verbal reminding, physical cueing, or supervision; or b. A cognitive or other mental impairment
requires substantial supervision because the individual behaves in a manner that poses a

serious health or safety hazard to self or others.
Funding request: Means the documentation submitted annually by each AAA to the SUA, in a
format prescribed that includes updated budgetary information.
Greatest Economic Need: Means the need resulting from an income level at/below the Federal
poverty guidelines.
Greatest Social Need: Means the need caused by non-economic factors which include:
a. Physical and mental disabilities.
b. Language barriers; and,
c. Cultural, social or geographical isolation, including isolation caused by:
1. Racial or ethnic status, that restricts the ability of a person to perform normal daily tasks; or,
2. that threatens the capacity of a person to live independently.
High Nutrition Risk: Means a score of six (6) or more on the Determine Your Nutritional Risk
checklist published by the Nutrition Screening Initiative. Requirements shall not include any later
amendments to or editions of the incorporated material. Copies of these materials are available
for public inspection by contacting: Manager, State Unit on Aging Colorado Department of
Human Services, Division of Aging and Adult Services 1575 Sherman Street, Denver, CO
80203; or any State Publication Depository Library.
In-Kind Match: Means services, goods or property donated by a contracted or third party which
are the allowable costs of a contract, for which no cash reimbursement is required, and which
are applied to a requirement for the non-federal/non-state share of program expenses.
Instrumental Activities of Daily Living Skills (IADLS): Means activities necessary for
independent living, including meal preparation, shopping, medication management, housework,
laundry, appointment management, money management, access resources, transportation and
telephone.
Low-Income: Means incomes below the Federal poverty guidelines.
Material aid: Means aid in the form of goods or food such as direct distribution of commodities,
surplus food, and reminder medication boxes, distribution of clothing, smoke detectors,
eyeglasses, hearing aids, dentures, security devices, and medication
Means Test: Means the use of an older adult's income or resources to determine eligibility
pursuant to Vol. 10.
Monitoring: Means a review by the contractor agency of one or more contract activities, that
may include on-site visits to the contractor agency; and/or data collection activities of contractors
and subcontractors, for the purpose of assuring that the contract is being administered in
accordance with the Older Americans Act and that the purposes of the contract are being met.
Nutrition Counseling: Means the provision of individualized advice and guidance by a
registered dietitian in accordance with Federal or State law and/or policy to individuals or their
caregivers for those individuals at nutritional risk because of their health or nutritional history,
dietary intake, medication use or chronic illnesses. Nutrition Counseling addresses the options
and methods for improving nutrition status.
Nutrition Education: Means a program to promote better health by providing accurate and
culturally sensitive nutrition, information and instruction to older adults and caregivers in a group

or individual setting overseen by a dietitian or individual of comparable expertise.
Nutrition Outreach: Means an activity designed to seek out and identify the maximum number
of older adults in greatest need of nutrition and supporting social services, such those hard to
reach, isolated, withdrawn, low income or a minority.
Nutrition Screening: Means the process of identifying older individuals at nutritional risk or with
malnutrition.
Nutrition Services Incentive Program (NSIP): Means a program carried out by the U.S.
Department of Health and Human Services to allot cash, commodities or a combination of cash
and commodities to States and contracted providing nutrition programs to older adults.
On-site evaluation: Means the process of reviewing direction, compliance with regulations and
policies and procedures, efficiency and effectiveness of a program or part of a program through
both discussion, and review of documentation with relevant persons by the SUA or AAA.
Wait List: Means a list created when services are not able to be provided when requested for a
multitude of reasons.
RFP Schedule
Consideration of responses to this RFP will be governed by the following schedule:
Details
Date
Distribution
RFP is released and available for completion.
Friday, April 3, 2026, 12:00 a.m.
RFP Proposal Conference & RFP System Training
(Mandatory)
A MANDATORY Proposal and electronic submission conference will take place online by Zoom. This
training will not be rescheduled.
Zoom
Link: https://us06web.zoom.us/j/83119281120?pwd=hMaZyWoXtaYw5SaHFerJBbdL3mpGrD.1
Meeting ID: 831 1928 1120
Passcode: 029129
Interested organizations are required to participate in training on this RFP web application if they are to be
considered for funding. It is recommended that the individual responsible for completing the proposal
attend.
Zoom Conference - Tuesday April 7, 2026, at 1 pm.
Submittals Due

Responses to this request must be submitted no later than
Electronic Submission due by Monday April 27, 2026, at 3 pm. Pueblo County Clock
Hard Copy Submission hand carried or mailed (must receive in office by or before date and time) to
Pueblo County Purchasing, Attn: Terry Robinson, Address:
215 W 10th St, Rm 14, Pueblo, CO 81003
Monday April 27, 2026, by 3 pm. Pueblo County Clock
Interviews (as needed)
Interviews, if requested, are expected to be held on the listed dates. In lieu of or in addition to interviews, the
PAAA staff may contact respondents during the proposal review process to obtain additional information or
clarification on information provided.
Friday, May 11, 2026
Time TBD Per Individual Request.
Recommendation/Authorization, Tentative
Following review of responses, a recommendation to proceed to contract with selected respondents will be
submitted for approval to the PAAA's Administrative Committee.
Monday May 18, 2026
Contract Finalization
The PAAA staff anticipates finalizing contracts with selected respondents.
Monday, May 25, 2026
If selected for funding, the following trainings will be offered by the PAAA:
AAA - Contractor Training REQUIRED for all respondents approved for funding.
Tuesday, June 2, 2026, at 11 - 12:30 pm by Zoom.
SUDS Training REQUIRED for new contractors, new system users or as deemed appropriate by the PAAA
staff. Optional for all others. New users will schedule time with PAAA Coordinator and Assistant...Monday
June 8, 2026, time TBD.
Period of Performance
Contracts resulting from this Request for Proposals (RFP) will be effective July 1, 2026,
through June 30, 2027, subject to the appropriation of funds by Pueblo County.
Statement of Intent & Acknowledgment of Assurance of Compliance
This project plan is submitted for the period July 1, 2026 - June 30, 2027. The applicant agency
identified will assume full responsibility to develop and administer the annual plan in accordance
with the requirements of the Older Americans Act and related State Unit on Aging Policies &

Procedures.
The applicant agency confirms it has received and understands the administrative requirements
set forth in the Assurance of Compliance with the Pueblo Area Agency on Aging (PAAA), the
State Unit on Aging (SUA), P&P, and Volume 10.
It is understood and agreed by the applicant agency that: (1) Funds contracted as a result of this
request are to be expended for the purposes set forth herein and in accordance with all
applicable laws, regulations, policies, and in accordance with the State of Colorado and the
Administration on Aging of the US Department of Health and Human Services; (2) Any proposed
changes to this proposal as approved will be submitted in writing by the applicant agency and
upon notification of approval by the Pueblo Area Agency on Aging (PAAA) shall become a part
of this agreement; and (3) Funds awarded as a result of this application may be terminated at
any time for violation of any terms and requirements of this agreement and that applicants may
be asked to accept a contract for a reduced amount of services with a proportional reduction in
grant award dependent on total Federal and state funds available and passed through the
Pueblo Area Agency on Aging (PAAA).
Termination of Contract
TERMINATION OF CONTRACT
1. An initial Agreement with Proposer would commence on or about July 1, 2026, unless sooner
terminated as provided herein, would terminate June 30, 2027, and thereafter, may be renewed
for two (2) subsequent one-year renewal(s) by separate written agreements signed by the
parties. Any such renewal shall be made subject to the availability of appropriated funds for the
County fiscal year corresponding with such renewal dates. There is no guarantee that a renewal
will occur after the initial one-year Agreement and does not create any expectation of renewal for
Proposer.
2. Pueblo County reserves the right to terminate the Agreement or any extension hereof, at any
time and for any reason. Notification of intent of Pueblo County to terminate the Agreement will
be provided to the Proposer, in writing, at least ten (10) days before the date of termination.
Written Agreement
All Proposers are hereby notified that the execution of a Contract pursuant to this RFP is
dependent upon the negotiation of a mutually acceptable Contract with the successful proposer's
agency and subject to appropriation by Pueblo County of the necessary funds on an annual
basis.
Signature on the Proposal Cover Sheet shall serve as an acknowledgement that the Proposer is
willing to enter into an agreement on the terms and conditions identified in this RFP with the
County of Pueblo if their proposal is accepted.
PAAA is utilizing a software platform called OAA-SYS(R) to collect proposals for this RFP. The
Proposal Cover Sheet will be made available through this online tool at the point of proposal
submission.

Evaluation Criteria and Contract Award
Proposers must complete and return the entire RFP packet that they will build using the OAA-
SYS(R) online tool.
No more than six finalists will be selected. The County shall evaluate and select a proposer to
provide the required services based on the completed proposal responses. The County shall be
the sole judge in determining how the evaluation process shall be conducted and what proposer
shall be considered for the award as deemed to be in the best interest of the County.
Preparation of Proposals
The Proposal must be signed by a company representative authorized to bind the Proposer(s)
contractually. Failure to read the RFP and these instructions will be at the Proposer(s) own risk.
Corrections and/or modifications received after the closing time specified will not be accepted.
Information submitted to the County is subject to the Colorado Open Records Act (Sections 24-
72-201, et seq., C.R.S. "CORA"). If Proposer believes that any material it submits constitutes
"trade secrets, privileged information and/or confidential, commercial, financial, geological or
geophysical data" under C.R.S. 24-72-204(3)(a)(IV), the Proposer shall mark those items as
confidential or proprietary. Statements that the entire Proposal is confidential will not be honored
and may cause the RFP submission to be rejected. The County is not bound by the Proposer's
determination as to whether materials are subject to disclosure under CORA and reserves the
right to independently determine whether the materials are required to be made available for
inspection or otherwise produced under CORA. Pueblo County will endeavor to keep information
that is deemed to be confidential separate and apart from the Proposal subject to the provisions
of the Colorado Open Records Act or order of court. The proposer shall indemnify and hold the
County harmless from all attorney fees, costs and liability incurred by or awarded against County
in connection with any litigation challenging County's determination of whether the materials are
required to be made available for inspection or otherwise produced under CORA.
Omissions
Should the County omit information from this Request for Proposal that is necessary for a clear
understanding of the work, or should it appear that various instructions are in conflict, then the
offeror shall secure written instructions from the Pueblo Area Agency on Aging (PAAA) at least
seventy-two (72) hours prior to the time and date of the proposal opening.
Debarment
By submitting this proposal, the proposer certifies that neither the company nor its principals is
presently debarred, suspended, in the process of debarment, declared ineligible or voluntarily
excluded from participation in this transaction by any federal department or agency.
Equal Employment Opportunity
The County of Pueblo adheres to a policy of equal opportunity and non-discrimination and will
ensure that all proposers will be treated fairly and equitably throughout the proposal process,
including the advertisement, evaluation and selection stages. Minority, small, disadvantaged &

women-owned enterprises are encouraged to submit proposals.
Cost of Developing Proposals
All costs related to the preparation of the proposals and any related activities are the sole
responsibility of the proposer. The County assumes no liability for any costs incurred by offerors
throughout the entire selection process.
Insurance
Proposer shall, at its sole cost and expense, procure and maintain during the entire period of its
performance here under the following coverage and limits of insurance with companies
acceptable to the County:
A. Worker's Compensation (including occupational disease), and Employer's Liability insurance
in accordance with any applicable worker's compensation laws on all owners, employees,
servants and/or agents connected with or engaged in the performance of Proposer's obligations
hereunder and shall contain an endorsement waving subrogation against the County of Pueblo.
B. Commercial General Liability insurance with personal injury and property damage limits at a
combined single limit of not less than $1,000,000.00 per occurrence and $2,000,000.00 general
aggregate and shall add Pueblo County as an additional insured.
C. Automobile liability insurance for all automobiles and vehicles, whether owned or hired, with
personal injury and property damage limits at a combined single limit of not less than
$1,000,000.00 per accident.
Coverage enumerated in this insurance provision represents only the minimum insurance
required by County, and Proposer should rely on its expertise to obtain any additional insurance
coverage needed for the County and Proposer in its performance hereunder. The Proposer's
liability insurance must establish Pueblo County as "Additional Insured". If requested by County,
Proposer shall provide County with certificates of insurance indicating the Proposer and its
subcontractor are covered by insurance as set forth above and a copy of the "Additional Insured"
endorsement, establishing such additional insured status. Where requested and furnished, such
certificates must be approved by County prior to the commencement of any work hereunder.
Each such certificate shall provide that the County shall receive thirty (30) days prior written
notice of cancellation of such insurance coverage.
Evaluation Criteria
The County will analyze information provided by all Proposers. Criteria considered by the County
in ranking the proposed Pueblo County Senior Services (per service as indicated) will be as
follows:
a) Experience of firm and personnel 20 Points
b) References from similar programs 10 Points
c) Demonstrated prior success in program service 20 Points

d) Demonstrated ability to meet timetable deadlines 10 points
e) Thoroughness of planning activities and deliverables 20 points
f) Completeness of proposal 10 Points
g) Cost of proposed project activities 10 Points
TOTAL 100 Points
Licenses
A. The Proposer must have in its possession all applicable licenses and permits, must file all
documents required by law and must request any required inspections in a timely manner as
may be required by all authorities. The Proposer must cooperate with all government agencies
and must comply with all laws, ordinances, resolutions, rules and regulations including, but not
limited to, site assessment requirements.
B. The Proposer may be required to submit copies of all licenses, permits and insurance
certificates to the County upon request.
C. The Proposer shall take all reasonable precautions in the performance of the work to protect
from all hazards to life and property, and shall comply with all applicable health, safety and fire
protection regulations and requirements.
Proposal Ownership
All proposals, including attachments, supplementary materials, addenda, etc. shall become the
property of the County and will not be returned to the offeror.
Independent Contractor
The parties understand and agree that Proposer shall, at all times during the term of the
Agreement, be deemed an Independent Contractor and not an employee of the County, and
shall be responsible for, and obligated to pay, all withholding taxes, social security,
unemployment, worker's compensation, and/or other taxes and shall indemnify and hold the
County harmless from and against any and all claims for the same period. The proposer
acknowledges and agrees that all of its personnel are its employees only, and not employees or
agents of the County for any purpose whatsoever, including for purposes of Worker's
Compensation.
No Third-Party Beneficiary
Enforcement of the terms and conditions of the Agreement, and all rights of action relating to
such enforcement, shall be strictly reserved to the County and the Proposer, and nothing
contained in the Agreement shall give or allow any claim or right of action by any other or third
person under this Agreement. It shall be the express intention of the County and the Proposer
that any person other than the County or the Proposer receiving services or benefits under the
Agreement shall be deemed to be an incidental beneficiary only.

Indemnify and Hold Harmless Provision
The Proposer must agree to indemnify, hold harmless and, not excluding the County's right to
participate, defend County, its subsidiary, parent, associated and/or affiliated entities,
successors, or assigns, its elected officials, trustees, employees, agents, volunteers, and any
jurisdiction or agency issuing permits for any work included in the project,, hereinafter referred to
as indemnitee, from all suits and claims, including attorney's fees and cost of litigation, actions,
loss, damage, expense, cost or claims of any character or any nature arising out of the work
done in fulfillment of the terms of this Contract or on account of any act, claim or amount arising
or recovered under workers' compensation law or arising out of the failure of the Proposer to
conform to any statutes, ordinances, regulation, law or court decree. It is agreed that the
Proposer will be responsible for primary loss investigation, defense and judgment costs where
this contract of indemnity applies. In consideration of the award of a contract, the Proposer
agrees to waive all rights of subrogation against the County, its subsidiary, parent, associated
and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, and volunteers for losses arising from the work performed by the Proposer for the
County. The proposer shall agree that the indemnify obligations contained herein shall survive
termination and/or completion of any contract awarded. By requiring this right to indemnification,
the County in no way waives or intends to waive the immunity protections provided to the County
and its employees under the Colorado Governmental Immunity Act, C.R.S. 24-10-101, et seq.
The indemnity obligations contained herein shall survive termination and/or completion of the
Agreement between County and Proposer.
Subcontracts
Proposer's rights and obligations under the Agreement may not be subcontracted, transferred or
assigned without the prior, written consent of Pueblo County. Any attempt at assignment or
transfer without such consent shall be considered void. Any assignment or transfer of
Contractor's rights and obligations approved by Pueblo County shall be subject to the provisions
of the Proposer's Agreement and Request for Proposal.
Compliance with Applicable Law
The Proposer shall at all times during the execution of the Agreement strictly adhere to, and
comply with, all applicable federal and state laws, and their implementing regulations, as they
currently exist and may hereafter be amended. The Proposer shall also require compliance with
applicable federal and state laws in subcontracts and/or subgrants if applicable.